Job Description

Bureau designs and deploys premium workspace pod solutions across Australia. As we grow, our team needs a reliable, organised, and personable Admin Assistant to support day-to-day coordination across our internal team, client relationships, and supplier ecosystem.

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This is a hands-on coordination role sitting at the heart of the business. You will be the connective tissue between our clients, subcontractors, and team. You do not need a background in admin; what matters most is that you are a transparent communicator, a natural organiser, and someone who takes ownership.

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KEY RESPONSIBILITIES

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Client & Stakeholder Coordination

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- Act as a key point of contact for clients throughout their lifecycle
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- Admin and task support for the team, scheduling, follow-ups, tracking ongoing projects through to completion
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- Maintain professional, warm relationships with clients and external partners
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Systems & Org Management

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- Maintain records across HubSpot, Notion, Google Workspace; support process improvement and AI tool adoption to drive efficiency.
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- Process supplier invoices - checking, coding, and submitting via internal systems (e.g. Airwallex, HubSpot)
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- Maintain accurate records across the CRM and project management tools
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Scheduling & Logistics Support

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- Coordinate on the phone with subcontractors, team members and clients - managing calendars, confirmations, and project completion
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- Track job progress across active projects and follow up on outstanding actions
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- Assist with document preparation including tender submissions, quotes, summaries, and client-facing communications
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Internal Team Support

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- Support inbox management and ensure timely follow-up on open items
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- Assist Leads with day-to-day workflow and ad hoc project tasks
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- Contribute to process improvement as the team builds out functions
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ABOUT YOU

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You are most likely coming from a customer service, reception, office administration,



or client coordination background. You do not need to have worked in admin, events, or logistics - but you should be someone who picks things up quickly and thrives in a varied, fast-moving environment.

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SKILLS & EXPERIENCE

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- Strong administrative and organisational skills - you can juggle multiple threads without losing the detail
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- Excellent written and verbal communication - you write clear, professional emails and aren't afraid to pick up the phone
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- Customer service orientation - you understand what it means to represent a brand well, even when things get complicated
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- Competency with standard business tools - Google Workspace or Microsoft 365, email, calendars, and the ability to learn new software quickly
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- A proactive, ownership mindset - you follow things through and don't need to be reminded twice
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- Ability to interpret complex documents and handle them consistently
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Highly Regarded

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- Experience with CRM systems (HubSpot or similar)
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- Familiarity with invoicing or basic accounts administration
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- Experience in reception, facilities, or a similar client-facing support role
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Personal Attributes

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- Calm under pressure and adaptable when priorities shift
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- Detail-oriented without getting lost in the weeds
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- A collaborative team player who also knows how to work independently
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- Comfortable asking questions and raising issues early
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BACKGROUNDS THAT TEND TO EXCEL HERE

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We actively encourage applications from candidates whose experience includes:

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- Reception
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- Account Coordination
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- Compliance Administration
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- Client Services
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- Customer Service
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- EA Support
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- Facilities Coordination
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- Office Management
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WHAT WE OFFER

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- A genuinely dynamic role in a growing, design-forward business
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- Close collaboration with a small, high-performing team
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- Exposure to national operations and a wide network of clients and partners
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- Room to grow - as Bureau scales, so does this role
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#J-18808-Ljbffr

📌 Admin Assistant - Melbourne (Williamstown)
🏢 Bureau
📍 Williamstown